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Fri May 06, 2016
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Conestoga Valley High School Band and Orchestra-Richmond, VA-05-22-2015
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Conestoga Valley High School Band and Orchestra
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Hotel Info Form
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Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Lancaster, AP to Richmond, VA = 226 miles / 4 hrs non-stop 3/13/14 > Jared called: His administrations wants him to plan a progression of trips beginning with an over nite in 15, 2 years later a longer trip to someplace like Va. Beach and 2 years after that to Florida. He is thinking Six Flags Great adventure, perhaps Kennywood or Kings Dominion Memorial Day Weekend Band /Orch. 120 students 12 adults Perf.or adj in the park or nearby. cost 300-$350. all inclusive If we meet his expectations (based on the previous trips we have planned for him, he says he will sing with us. Not interested in shopping around. Best time to reach...4PM on cell 813-4700 03/28/14: > DD and BJS spoke at PMEA as somehow, the notes from our phone conversation a week or so ago about this trip have been deleted . . . > We reviewed dates for 2015 and either Six Flags (NJ) or Kings Dominion (VA) will work for his dates and budget with a festival. > DD is to find out which park / state is his preference. > Lancaster to Kings Dominion (VA) = 202 miles / 3.5 hrs non-stop. > Lancaster, to Six Flags (NJ) = 120 miles / 2 hrs non-stop. > DD also needs to find out what TIME he can leave school on Friday so we will know if it is strictly a travel day and they can't leave until after school (what hour?) or will he be able to do something en route or in the destination or Friday, or even arrive in time to do a Friday evening competition performance so all day Saturday would be time for the kids to be free in the park, with no commitment other than the Award Ceremony on Saturday afternoon / early evening. > Since Six Flags in Jackson, NJ is closer, many of the students will probably have already been there, so it might be a tougher sale, thus, Kings Dominion may be a better option and generate more interest. > FYI, we are NOT going to start doing multiple proposals to multiple destinations for this group after all we went through last year. He needs to make the choice as both will be about the same dollars and as we all know, opening the destination up to conversation with the kids and or parents, never end up well as you can never make everyone happy. ____ DD ____ 03/27/14: > BJS and DD met with Jared and one of his colleagues at the PMEA convention in Hershey. > Discussed the destination possibilities and decided on Kings Dominion (Richmond). > They can have all day Friday out of school, so they can leave whenever we need. > Talked about the MITP 2d festival since it will be a Friday evening performance and then all day Saturday free in the park with the only Saturday commitment being the Awards Ceremony. > They like this idea and we are to proceed. > Also discussed the possibility if a clinic in the DC area on Friday en route to central VA, but BJS discouraged this since they may not want to have someone messing with the ensembles the same day they are about to compete. They concur. > A stop for an attraction and then lunch in DC would be good and then on to Richmond for hotel check-in and time to refresh prior to having to play. > Budget remains in the $350 range. 04/22/14: > DD heard from Jared and he would like to have GTM next Wed., 04/30/14, sometime after 1PM. 04/25/14: > BJS created trip on the system since this had not yet been done. > BJS completed IOG and sent to BMG for hotel options. > JM sent CQRs to 5 different charter companies. > BJS made attachments in system. 04/25/14: > BJS sent GTM invites to Jared and DD. Jared: 1. Please join my meeting on Wednesday afternoon, April 30, 2014, beginning at 2:30PM, by going to www.gotomeeting.com. 2. Click on the JOIN MEETING button near the top, right hand portion of the screen. 3. When prompted, enter the Meeting ID: 278-183-733 and then click CONTINUE. 4. If you are asked for a Meeting Password, it is Richmond (with a capital R). This may not be required. 5. Dial the Conference Call Number: 1-619-550-0003 6. When prompted, enter the Access Code: 278-183-733 Thanks, I look forward to meeting with you soon to discuss your trip for May 2015. 04/30/14: > BJS and DD met with Jared, Emily and Brandon via GTM. > Made PP presentation based on IOG as we thought it would be; however, when we went to the MITP website during the GTM to see what all ensembles they offered, we realized they are not offering a Friday night performance option this particular weekend in May 2015. > That being said there will need to be revisions in order to fill up the extra time now available to us on Friday since the performances will be Saturday AM. > In order of preference, they would like the a Clinic for both the Band & Orchestra, if not this, a production show of some sort and then lastly, the Marine Tattoo like School of International Studies has done for several years on Friday night in DC. This would be a last resort since they would be late getting to Richmond and they have festival performances in the morning. > They are planning on School board approval of the trip at the May Meeting, at least their Supervisor is wanting it to be on the Agenda for that meeting and they should be ready to sign a Contract as soon as that is received. They even asked about signing a Contract now and I in the interest of their job security, we should probably hold off on this until they have official approval. > They are going to use the current IOG and PTP pack for submission / approval. BJS emailed PTP pack and all 5 PPBCCs to Jared. They will advise with Bus Choice ASAP. > BJS went ahead and made some revisions to the IOG in order to accommodate the Saturday AM performances. > I'd prefer to have them get out of DC as soon as possible on Friday after lunch since this is Memorial Day Weekend and traffic will be crazy. > HMS, can you check with Terry Austin and see if he can commit to a 90-minute band clinic on Friday afternoon, May 22, 2015 at VCU, as well as getting an Orchestra person to do the Orchestra clinic? We have a total budget of +/- $900 for the event, including the Band & Orchestra Clinician and use of their space. > Also, I know we said we weren't going to use Dave & Busters if we didn't have to, but I think it would be a good fit for this group for some Dinner & Play in Richmond following the clinics, unless you can think of something else that is fun and relatively inexpensive for them to do. > Once we have Terry's answer, then we can proceed with updating the attachments and providing a revision. > JM, please process PTP Pack and mail to Jared's attention at the school. __x__ JM __5-1-14__ __X__ HMS _5/27/14___ 05/13/14: > Per EM from DD, client's charter choice is Bailey Coach. > JM, please proceed with bailey as needed. We will not have a deposit from the group for at least 8 weeks. > BJS asked DD to find out when they expect to have board approval. ____ JM ____ 7/10/14: > Per Dave, wants to leave the Spy Museum in for now, so BJS put it back on the IOG in place of the Smithsonian's. > Final approval is expected to be received at the meeting on 7/21/14. DD to follow up with Kyle the 22nd to see if we can proceed to Contract. > Hotel has changed to the Holiday Inn West End and PTP and rates will need adjusted accordingly. > JM, please ADD the new Hotel to the system. Please call it the Holiday Inn West End - Crossroads. Also add is as a restaurant. The Breakfast menu is listed in the contract. Please call it a Deluxe Continental Breakfast and then list the menu items in the PTP Text. > BJS reviewed the hotel K and then signed and emailed to the hotel this afternoon. > JM, please enter the specs from the hotel K into the system and also remember to attach the Breakfast on Saturday morning. > JM & HMS, as it appears this is headed for K, please review in its entirety and then update / proceed as needed. Thanks! __x__ JM 7-11-14____ ___X_ HMS ____ 07/10/14: > Per DD, Jared expects Final Approval and go to K on 7/21/14. 07/28/14: > Per Jared via DD, trip was not on the Board aganda, so we are put off for another few weeks. Next board meeting is 8/11/14, so hopefully at that meeting . . . 9/17/14: > BJS completed PTP Contract Version after updating rates by $10pp to cover Clinic which was added as well as the Dinner at Dave & Busters since the festival was a Saturday only event. Hotel was also updated to the Holiday Inn Richmond West End since we lost our courtesy hold on the Springhill. > BJS made MITP Reservation for 2 concert bands and 1 string orchestra. Will adjust as needed after meeting with Directors tomorrow in person. > BJS completed CN and is delivering in person tomorrow while traveling with DD. > K, First $, and TPL are all due 10/17/14. > BJS EM'd K packet to DD and JAF. 9/18/14: > BJS and DD delivered CN in person and K was signed and counter signed. > First $ to follow - due 10/17/14. > As this is now UNDER CONTRACT, please review and proceed as needed, with caution, since we still need the first payment and it is not due until 10/17/14. __x__ JM _9-24-14___ ___X_ HMS __9/30/14__ 9/24/14: > Per meeting at school on 9/18/14, Performing / Competing ensembles will be Concert Band I (90 pax), Concert Band II (45 pax), String Orchestra (60 pax) and possibly a Jazz Ensemble (20 pax). > For the Clinics at VCU, would be Concert Bands (time can be split between the two) and Orchestra. > BJS updated MITP registration accordingly. __X__ HMS __9/30/14__ 09/25/14: > rec'd TPL. 10/22/14: > Rec'd check #1358, $6,180.00. > K was received previously, so now that $$$ has also been received, please review and proceed as needed. Thanks! __x__ JM __10-23-14__ __X__ HMS __11/4/14__ 02/18/15: > Rec'd EM from DD - Bryan: Jared wants to double check to be sure he has 2 - 47 passenger buses (Bailey) for his trip. He has them filled to capacity. His payment will be mailed in a few days. DD. 02/18/15: > BJS replied - Dave – this information is in his Contract Packet as well as in the system. Let me know if you need any help finding the answer. 02/20/15: > BJS sent EM to DD - Dave: Just making sure you saw in the system that he actually has 3 47-passenger coaches as his contract was based on as many as 132 total pax. His forms are not due for another month, but it would be nice to know what a more realistic number is if he is not close to the 132. Please advise. Thanks, BJS 02/23/15: > Per DD, client needs us to drop one of the three buses, so they will have just two now. BJS sent Em to JM asking her to make this change. > BJS asked Dave if his number is now 94 since he has just 2 47-passenger coaches. > Dave replied that yes, 94 is more like his number. Forms not due until 3/20/15. > We will need to address comps and some of the other items once numbers are final since they will be below K minimum. 03/05/15: > Rec'd check #1423, $9,791.00. 3-19-15 >Rec'd Final Pax, Room Lists, and Hotel Info form 3-20-15 >JM processed Hotel Room List Packet to include: 19 Q/76 pax 3 T/9 pax 4 D/8 pax 1 S/1 pax TOTAL 27 ROOMS/94 pax (85 + 9) _____BJS_____ _____HMS_____ 03/20/15: > BJS removed CAV dvd since below K minimum. 03/27/15: > BJS emailed Final INV #5795, $14,290.00. made due: 04/22/15. Included note with INV - Dear Jared, Your group's Final Invoice is attached. Since your group's total number of participants is below the contract minimum of 119, rather than increasing your package rates, we have made the following adjustments in order to keep the package rates as published and have the least impact on your students. We have decreased the Comp Packages from 4 to 3 and removed the Group Travel Video. Do not hesitate to contact me if you have ay questions or concerns. Please remit payment at your earliest convenience. Thank you for your business - we appreciate it very much. Sincerely, Bryan J. Stevenson, President Complete Custom Itinerary Service, Inc. 04/01/15: > Rec'd 2 emails from Jared asking about whether or not his price / invoice included the Spy Museum. > BJS replied that it did and - Hi Jared, I remember the conversation about the Smithsonian visit, but back in July, after we had taken it out, we were instructed to put it back in, so it has been a part of the trip ever since. We have a signed Contract with the Spy Museum at this point, and have made payment, so canceling it at this time may not be an option. I will have Hollie inquire as to this possibility on Thursday, and we will advise ASAP. If we can make the cancellation without penalty, the savings will be approximately $1,100.00. If we can do this, are you authorizing CCIS to make this change? Please advise ASAP. Thanks, Bryan. 04/28/15: > Rec'd check #1443, $14,290.00. > Account is PIF. 5-1-15 >JM revised Hotel Room List Packet to include: 18 Q/72 pax 4 T/12 pax 5 D/10 pax TOTAL 27 Rooms/94 pax (84 + 10) _____BJS_____ _____HMS_____
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